Collections Services Council Minutes

September 1, 2020

Present: José Adrián Barragán-Álvarez, Jean Dickinson, Natalia Estrada, Mohamed Hamed, Mark Hemhauser, Chan Li, Toshie Marra, Jo Anne Newyear-Ramirez, Liladhar Pendse, Stacy Reardon (co-chair), Anna Sackmann, Michael Sholinbeck, Jesse Silva (co-chair), Hannah Tashjian, Tim Vollmer

Minutes: Tim Vollmer

• Introductions and welcome to new members
• José Adrián Barragán-Álvarez, Liladhar Pendse, Anna Sackmann are the new members.
• CSC discussed a few housekeeping issues

• Announcements
• Jo Anne: SCLG discussing developing shared print strategy working group; will affect what we can deposit in RLFs
• Jo Anne: Budget. Cabinet not made a decision yet on budget adjustments but meeting Sept 2. Plan for partial allocations of budget until the final budget is decided. Watch for an announcement by Sept 15.

• Updates
• Chapters 1+2 work in Collections Services
• Mark: regular schedule of limited number of people coming in for scanning to be cataloged from home
• We've received some gobi materials for access services to process
• We've reached out to vendors and most/all of it is incoming now and we will be receiving the materials soon
• A few selectors have volunteered to take a spot on the schedule for the imaging process
• Bancroft will open their own space for processing incoming print materials
• Access Services assembling teams that will handle curbside pickup
• We have an expedited process for reserves
• Backlog is cleared now so we can receive new materials
• New items not eligible for curbside pickup - would be too complex to manage right now

• Adding diversity language to the CSC charge
• Suggested by Jeff for all library committees.
• Action: Jesse drafted text.  Committee will add edit/comments to the draft over the next month and we'll finalize in October.

• Going negative in your fund reports right now
• It's ok to spend money even if you don't see it right now
• Buying books through September 2020 at least is ok
• We will allocate serials fully this coming year
• To stay on target, selectors should strive to spend an average of 8% of their -m funds per month, assuming they are only buying books.

• Acquisitions staffing role on CSC?
• Mark is the only CSC representative from Acquisition Dept. Should there be more acquisition folks on CSC?
• Could add another person in addition to Mark or rotate-give opportunity to other librarians in Mark's group such as Sherry or Osman; Mark could always attend if needed
• Action: Jesse will discuss with Mark, Osman, and Sherry and decide on a rotating schedule for them.  Mark will take on an ex-officio role and attend CSC as needed.

• Potential CSC Projects for the year
• CDLG had a discussion of ongoing projects that CSC could work on over the next year. What should we prioritize? Are there other projects to pursue?
• Continue Strategic Collaborative Action Partnership Inventory Groups
• Mark chaired this group last year but it fell off due to COVID and other projects
• 90% done; got a decent response from the survey, with some followup with selectors needed.
• Action: Liladhar will continue the group with Jose Adrian and Toshie who will continue the project with a deadline of November/December 2020.
• Assist with the Collections Analysis Using Greenglass
• Greenglass is a comparison database tool from OCLC. We can use it to look for information about our holdings; what are our strengths/weaknesses, and now do they compare to peer institutions.
• The database will be ready around Oct 1; we'll have access to it for 3 years
• Working group should provide suggestions for how the database  could be used to investigate other relevant questions/comparisons
• Action: Chan, Mohamed, Jesse, Hannah, Toshie and Liladhar volunteered to be for this group. Chan and Jesse will lead the group.
• Develop Best Practices for Data Acquisitions
• With changes in campus infrastructure and a new data services librarian is being recruited, we'll need to rethink how we acquire and make data discoverable.
• There's been an environmental scan already
• Action: Given the data services librarian recruitment, this group will start in the Spring and we'll revisit in February
• Blend CSC with SSRGWG
• Selector Stewardship Roles and Guidance Working Group sunsetting within the next 3 months
• Jo Anne will ask that group to make recommendations for the transition of parts of work that should continue to CSC
• SSRGWG members will be invited to a future meeting to discuss.
• Environmental Scan of COVID-19's Effects on Our Peers
• What's going on at other universities with respect to collections and COVID-19?
• Could be solely focused on collections, but also discovery?
• Covid effects will be longer lasting--does not seem “back to normal” is happening anytime soon
• Group could be ongoing, but we will have to scope a reasonable timeline for the initial work.
• Jan-March 2021? Spring might be better and offer more insights
• Several on CSC are interested.
• Action: Revisit in February 2021 CSC meeting.
• Google Books
• Can we have access to these resources? We have lots of materials from our collection that have been scanned by Google Books but that aren't in HathiTrust
• Action: CSC will invite Salwa to our October meeting to discuss.

• Other discussion:
• 87% of traffic to HathiTrust is coming from ETAS access
• Jo Anne: we'll have access to ETAS at least through holidays; depends on when there is more full physical access to the collections